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June 2012

Grants Online Training Grants Online – CBS Interface CBS Approvers, ASAP Authorizers, and Finance Office. June 2012. New and Updated Processes Related to the Grants Online-CBS Interface. DEMO – GMD Review and Approval Process Current Year or Prior Year Funds ASAP Flags

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June 2012

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  1. Grants Online TrainingGrants Online – CBS InterfaceCBS Approvers, ASAP Authorizers, and Finance Office June 2012

  2. New and Updated Processes Related to the Grants Online-CBS Interface • DEMO – GMD Review and Approval Process • Current Year or Prior Year Funds • ASAP Flags • DEMO - Post Award Processes • Declined New Award • Declined Amendment • Reduction in Funding • Correction to ACCS Lines • Admin Amendment for Date Changes (GMD) • No-Cost Extensions • Organization Profile Change Requests • NonASAP to ASAP • Organizational Profile Updates • Change in High Risk • SF-270 Process (ASAP – High Risk Recipients) • ASAP Drawdown Request AAR (Agency Review Recipients) • Closeout • Q&A

  3. Interface ASAP Flags • Automation of ASAP Authorization task is dependent upon two systemflags: “Release to ASAP” and “ASAP Approval” • Flags are set by the system, not by the user • Flags do not appear on the Grants Online or CBS screens • Release to ASAP Flag • Currently set to “No” (All ASAP Profiles will be created as “Unapproved” regardless of ASAP Approval Flag) • Overrides ASAP Approval Flag • User will have to Approve ASAP profile on SPDG003 screen then manually clear ASAP Authorization task in Grants Online. • ASAP Approval Flag • Flag is set based upon OLA threshold. If “Release to ASAP Flag” is set to “Yes”, then awards under threshold will post as Approved and will be automatically cleared in Grants Online. • Awards over OLA threshold will always post as “Unapproved” to allow for the OLA workflow to complete before the ASAP task is created in Grants Online. • ASAP Certification task is automated based on the CBS data warehouse (not the interface). There will continue to bea lag time for Grants Online clearance..

  4. ASAP Authorization Amounts– Grants Specialist and Grants Officer ASAP Authorization amount is entered by the system only on NEW awards to Non-High Risk Recipients. ASAP Authorization amount needs to be entered manually by the Grants Specialist on funded amendments.

  5. ASAP Screen in CBS – SPDG003

  6. Known Extraneous Task left over from previous workflow. ASAP Task to Reduce Threshold

  7. For a Reduction in Funding action the system creates a “Partial De-obligation Memo” that will be used by the Grants Management Division and the Finance Office.

  8. Known issue: Wording on Action dropdown option needs to be modified.

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